Page 421 - eBOOK VERSION 8 BOOK 2 of 2 JUL 2022

STANDARD OPERATING PROCEDURE Research Administration SOP No: F001
SOP Title: Managing The Research Finance Mailbox
3.13. SOA reviews that are approved by either Jayni George or Sharon Posey are filed in the Closed Items section in the Final CMC Approved folder. When a DocuSign is received from UT, compare the SOA approved version against the DocuSign received to capture any discrepancies such as changes to pricing, language, or missing procedures. If any discrepancies to the approved SOA version are identified, email SPA a request to void the DocuSign envelope and resend when corrected. If no discrepancies are identified, forward the DocuSign to Brenda Paulsen and cc Deborah Town. In the body of the email to Brenda state, “This SOA has been verified and is ready for signature”. Log the activity in the DocuSign spreadsheet which is found in the shared drive pathway V:/Research Finance Team/Finance Logs/DocuSigns. You will enter the following information: Velos#, Date Received, Dated fwd to Brenda, Fully Executed Date, Date fwd to staff, Request to void DocuSign, and Comments.
After the DocuSign has been fully executed, forward the email to all QS team members, if the SOA has pharmacy items include Jordan Whitehill, if the SOA has Lab or Pathology items include Matt Quintero, and include the team lead in RA. To confirm if the SOA is an amendment, verify if there are any previous SOA’s filed in the following shared pathway: V:/Research Finance Team/Service Order Agreements & Research Support folder. If the contract is an amended SOA, type the PI name, Velos#, AMEND and the date the SOA was executed in the subject line, then file the DocuSign email in the Final CMC Approved Folder.
3.14. CMO/GMO contracts that have expired will be filed in the closed CMO/GMO folder.
3.15. Email regarding expired SPG’s and progress reports will be filed in the Closed SPG
folder.
3.16. Emails regarding closed SOA’s will be filed in the Closed SOA folder.
3.17. Emails regarding Epic received from Taylor Gheen, Tina Washington in Revenue cycle, or PFS will be filed in the EPIC folder.
3.18. Emails regarding the Foundation should be filed in the Out of cycle CC folder.
3.19. Email with SOA pricing questions will be routed to Nancy Reveles and then filed in the
Pricing Questions folder.
3.20. Pharmacy emails a copy of the Vestigo report at the beginning of the month. The Vestigo report is filed in the Pharmacy folder, then saved to the following pathway: (ResarchFinance/ResearchFinanceTeam/FinanceLogs/Pharmacy/VestigoReport/202 X).